The Fleet Risk Management Series Presents: Don’t be Hasty, Think Safety!

September 21, 2018

Everyone loves a good site visit every now and then. A trip from the office offers a chance to get some fresh air, feel a bit of sun in your face and your hair blowing in the breeze! While we’re out in the field, we can’t forget that our first focus should always be safety.

There’s Always Room for Improvement!

As of 2017, TRCA owns and/or operates over 150 motor vehicles. That’s a lot of resources for staff, but also a lot of risk.

When TRCA’s driving performance is compared to the general commercial vehicle industry, TRCA’s accident/claims history is poor. For example, from 2011 to 2015 got into approximately 3 times the number of motor vehicle accidents as the commercial industry average.

Cleary there is room for improvement, and this is why TRCA’s fleet program has been identified as a top safety concern from various business units including Human Resources, Health & Safety, Fleet Management, and Property & Risk Management.

With increased driver education and awareness and a commitment from all staff to take active role in ensuring the safe operation of fleet vehicles, we can definitely strive to do better and improve our performance.

This Risk Management mini-series, our fleet policies and procedures, as well as forthcoming improvements to the fleet program are all resources to help increase fleet safety, driver education as well as communication across the organization. Each and every employee at TRCA has a shared responsibility to contribute to a safer working environment for themselves and others.

Interestingly enough, as shown in the diagram below 70% of the incidents that TRCA sees annually occur during the summer / fall operating season when TRCA has its full complement of staff. This could be the result of a variety of factors such as type of work, driver experience level, type of vehicle etc.

Updates to our Fleet Program

As some of you may already know, our fleet program is currently being updated. The fleet policies and procedures have recently seen some changes to address the changing needs and concerns in our day-to-day operations. You’re soon going to be seeing some improvements to the fleet training modules, and our new fleet management provider ARI promises to bring some important advances to both the fleet maintenance and safety components of the program. It only gets better from here.

Driver Safety Tips

TRCA’s Vehicle Safety and Driver Certification Procedures outlines a number of responsibilities that TRCA staff are expected to follow. These include, but are not limited to, being a courteous driver; following all traffic laws and regulations; and inspecting the fleet vehicle you are using before you begin your trip to ensure that it is in safe operating condition. Remember any ticket you get while operating a vehicle on the job is your responsibility.

It’s understood that no TRCA staff person involved in a motor vehicle incident collision (MVIC) did so on purpose. After all, the nature of an accident is that it’s sudden, unexpected and often resulting in property damage and/or personal injury. Vehicle defects, driver conditions, weather conditions, distracted driving, and MTO infractions are leading causes of at-fault collisions at TRCA. However, most collisions are entirely avoidable. Here are some tips on how you can reduce the likelihood and severity of a motor vehicle incident or collision.

Vehicle Defects

Fleet vehicles that have unreported damage create a safety hazard for everyone. The next driver could be left to operate a vehicle unaware of potential defects and other folks on the road could get hurt. Problems can include defective taillights, windows or mirrors, or a variety of other mechanical issues. When damage goes unreported, it is impossible for the TRCA to arrange for repairs and restore the vehicle back to a safe, drivable condition.

While the Fleet Supervisor is responsible for managing the fleet, it is the responsibility of each driver to conduct a pre-trip inspection before every trip, report damage that occurs during a collision, and report any other defects to which they might otherwise become aware.

Operating a vehicle with defects is not only unsafe, but potentially negligent and most likely a violation of the Highway Traffic Act.

Driver Condition

The condition of the driver plays a significant role in the likelihood of a collision. The operator’s physical or mental state can jeopardize not only their own safety but that of others through the operation of a motor vehicle or equipment. Issues can include fatigue, stress, medication or vision impairments. Remember if you’re not fit to drive, you are increasing your likelihood of an incident or collision. Make sure you get a good rest before operating vehicles or equipment, and work with your colleagues to reduce the risk of fatigue whenever possible (CVOR operators, this is not only the reasonable thing to do, but your hours of service have legal limits you must abide by!). If you’re sick, stay home! And if you need them, make sure you’ve got your driving glasses. If you’re not your best, get some rest!

Distracted Driving

Another cause of incidents/collisions, prohibited by both TRCA and the Highway Traffic Act, is the use of handheld devices. The use of these devices is a distraction to your primary task….driving! While TRCA recognizes the general safety benefits of handheld devices, TRCA’s Vehicle Safety and Driver Certification Procedures strictly prohibits the use of any handheld device while driving TRCA Fleet Vehicles or personal vehicles on TRCA business. If they keys are in the ignition – it counts. TRCA staff who need to make a call or check their handheld while en-route should find a safe location to pull over before using their handheld device.

Remember, handhelds are not the only source of distraction. Eating, reading or typing a destination into a GPS and any other activity that takes your attention off the road is a distraction and can lead to less time to react to a situation, poorer judgment, overreactions, mistakes and collisions.

Tips to avoid distracted driving include planning prior to departure including rest stops (if required) setting your GPS before leaving; activating voice directions on the GPS; and programming a hands-free device for phone calls.

Weather Conditions

In addition to the above leading causes, TRCA has found that weather plays a large factor in vehicle safety. While weather may be beyond a driver’s control, there are several things a driver can do to reduce the chances of a collision. Staff should plan ahead and check the weather to plan a safer route and provide for extra time. Staff should also adjust their driving to weather conditions, such as a slowing their speed and increasing their distance between vehicles or taking alternate routes with lower traffic volume.

Until Next Time

That’s all for now, but until next time, think about some of the things that you can do to contribute to a safer driving culture. Whether it be reported damage found on a vehicle, or leaving the office a bit earlier to make it to that site visit on time without a rush, we’ve all got a responsibility to keep ourselves, and our coworkers safe!